dual Exchange account access

[philr]

Using Outlook 2003
All the people in my office have separate accounts on Exchange to get
emails, etc. How can I give them all access to a second common account, also
on Exchange, where they can access common contacts and tasks? Do they need a
separate profile and access separately or can I get them to have one instance
of Outlook open so they can seamlessly have their email open and quickly
update our common contacts and tasks?

Thanks,
philr

 

[neo [mvp outlook]]

You didn't mention what version of Exchange you are using, but yes, multiple
people can access/use a common mailbox. The steps would be something like
this assuming you are using Exchange 2003.

1) Create a common userid/exchange mailbox in Active Directory Users and
Computers (ADUC)
2) Bring up the properties on this common userid/mailbox in ADUC
3) Go to the Exchange advanced tab > Mailbox rights
4) Grant Full Mailbox Access to the Group/Users you want to access said
mailbox
5) Wait approximately 2 hours
6) Go to a users desktop that needs to access said mailbox and have them
logoff/logon to Windows
7) Start Outlook
8) Right click on the Mailbox - <Username> folder and select properties
9) Select Advanced button and go to the Advanced tab
10) Select the Add button and type in the name of the shared mailbox

The steps above give read-only access to the mailbox. If they need to send
messages using the name of the shared mailbox, then you need to grant Send
As rights via ADUC.

 

[philr]

I'm not sure what version of Exchange my university is using but it's
probably very current.

If a user has 2 Exchange accounts accessible in a single instance of OL how
do they distinguish between contacts in their own account from contacts in
the common account? I want to use the "New Task for Contact" for the common
contacts but I'm not sure if the contacts from the private and common
accounts are comingled or somehow separated and need to be selected.

If a "New Task for Contact" is "Assigned To" one of our group, is the task
saved until the Assignee turns on their machine or lost if the machine is
turned off or asleep?

Thanks,
philr

 

[neo [mvp outlook]]

In the folder list, you will the break point between mailboxes (e.g.
Mailbox - <username>)

As for the buttons (e.g. File > New > Contact, File > New > Task), the
behavior is different based on the folder you are in. For example, say I'm
in the Inbox of the share mailbox and want to create a new contact in the
shared mailbox, using new contact (using menu or button) will end up in the
contacts folder of my mailbox. If the intent was to create a contact record
in the shared mailbox, I have to be in the shared mailbox's contact folder
before selecting the new contact option.